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Job Type
Temporary Full Time
1
Organizational Department
Sinai Health -> Mount Sinai Hospital -> Microbiology
Employee Group
Non Union
Location
Mount Sinai Hospital Campus - Toronto, ON M5G 1X5 CA (Primary)
Travel Requirement
Hours (subject to change)
37.5 Hours/Week, Monday to Friday, due to the time sensitive nature of the position additional and varied hours may be required
Salary Scale
Job Description
This is a temporary full-time position up to approximately twelve (12) months
Sinai Health is looking for an experiencedadministrative professionalto provide administrative support to the Chief of Microbiology, and Microbiologists.
About the Department of Microbiology:
A collaborative laboratory operation between Mount Sinai Hospital and the University Health Network (UHN), The Department of Microbiology is recognized locally and nationally as a leader in microbiology. As a team driven by innovation, we are able to offer the full range of high quality microbiology services, from routine cultures and susceptibility testing to molecular diagnostic testing. New assays are continually being developed by our medical and scientific staff in response to clinical and research needs.
The Department of Microbiology serves as a reference center for both hospital and private sector laboratories. We offer state-of-the-art diagnostic services, methods development, research, and education.
In this role you will:
Schedule and coordinate activities for the microbiologists and key departmental functions
- Efficiently schedule meetings, book space and support meeting preparation,
- Identify and manage scheduling conflicts, demonstrating sound judgment and knowledge of respective program issues and priorities
- Support activities and follow up for key meetings (e.g. track items for agendas, prepare agendas, coordinate materials, take and distribute minutes, etc.)
- Coordinate microbiologist on call functions, including preparation and distribution of monthly schedules
- Support the coordination of key departmental events (eg Accreditation Canada Diagnostics (ACD) accreditation, Departmental review meetings, educational sessions.
- Coordinate patient and other visitor appointments; greet and support as required.
Support client relations and collaboration with key partners
- Greet and direct clients and partners within the department
- Answer, screen, prioritize and forward email/phone inquiries to the microbiologists to appropriate team members in a timely manner, or respond to clients as directed
- Support document filing, maintenance and distribution functions for the microbiologists
- Create and maintain office filing system, retrieve files and other documents as required
- Maintain properly functioning dictation system for preparation of letters, documents, reports, etc.
- Review and manage incoming correspondence with discretion and tact (e.g. mail, incoming referrals, intra-and-inter-Hospital as well as University correspondence, etc.)
- Draft, proof read, format and disseminate key documents (eg Medical Service Bulletins, email invitations, letters of reference, presentations etc..)
- Support the updating of microbiologists CVs
Coordinate educational rotations for residents/ fellows
- Scheduling
- Onboarding ( pre rotation invite with details, coordinating orientation, badges, IT access, invite to all relevant meetings, safety/lab orientation tour,)
- Coordinating teaching meetings (question of the week and room booking, touch point meetings)
- Trouble shooting
- Collating evaluation
Coordinate office financial accounts and cost centers (billing and expensing):
- Support all OHIP billing
- Create OHIP files and submits billing on a timely basis
- Draft all emails regarding AEF deposits and HOCC payments for Microbiologists
- Prepare all HOCC quarterly requisitions
- Administer and process payments through hospital accounts (Pro-Card)
- Coordinate travel reimbursements and transitions to appropriate team members for processing
- Coordinate routine program purchases (e.g. office supplies, end of year gifts, etc.)
- Coordinate the processing of payroll for office employees as needed
Assist with other duties related to the position as required/assigned
Job Requirements
Job Requirements:
Mandatory
- Successful completion of a college diploma in a related field from an accredited educational institution
- A minimum five (5) years of related experience in administrative support role supporting senior leadership; preferably working within a clinic/healthcare environment with exposure to medical terminology
- Applicants with equivalent recent and related training and experience may be considered
Skills and Knowledge
- Proficiency with setting up video and audio conferencing through Zoom, Teams and other platforms as required
- Superior work ethic, professionalism, resourcefulness, dependability, reliability and diplomacy
- Maintains highest level of ethical standards and confidentiality related to patient information, personal health information, and other sensitive information/data
- Client focused with strong time management, organizational and self-planning skills; displaying flexibility by adjusting work schedule according to changing priorities, meeting demanding deadlines and producing high quality work
- Demonstrated ability to work collaboratively as a team member
- Excellent problem solving skills with the ability to prioritize competing demands
- Proven ability to make decisions, exercise judgment and take initiative in dealing with confidential information and/or in responding to time sensitive inquiries, both clinical and academic/administrative
- Flexible with ability to work efficiently in a fast-paced, multitasking and dynamic environment
- Demonstrated satisfactory work performance and attendance history
If this sounds like you and you feel ready to build your administrative career within health care, apply via the button below and let us know why you'd be a great addition to our team.
Open Date
4/25/2025
Posting Deadline
5/8/2025
All applications must be submitted by no later than 4:00pm of the posting deadline date.
Employment at Sinai Health is conditional upon the verification of credentials, completion of a health review, and demonstrating proof of immunity and vaccination status of vaccine-preventable diseases. All employees and affiliates will follow safe work practices and comply with health and safety policies, procedures and training. If you believe you are one of the very few people who may require an exemption from vaccination, supporting medical information must be submitted to our Occupational Health department, who will review and assess.
Sinai Health is comprised of Mount Sinai Hospital, Hennick Bridgepoint Hospital, Lunenfeld-Tanenbaum Research Institute and our system partner Circle of Care. We deliver excellent care in hospital, community and home, focusing on the comprehensive needs of people. Sinai Health discovers and translates scientific breakthroughs, pushes boundaries for health solutions and educates future clinical and scientific leaders. Clinical areas of specialization include rehabilitation and complex continuing care, surgery and oncology, urgent and critical care, and women's and infants' health. The Lunenfeld-Tanenbaum Research Institute ranks among the top ten biomedical research institutes in the world. Sinai Health is a full affiliate of the University of Toronto.
As an equal opportunity employer who understands that diversity enriches our community and culture, we invite applications from all qualified candidates including Indigenous Peoples, racialized people, disabled people/people with disabilities, women, and members of 2SLGBTQIA communities. If you require accommodation(s) due to disability at any point during the application and hiring process, please contact 416-586-4800 ext. 7050, or email ***************@sinaihealth.ca .
